Apply a Hold
Tutorial
This tutorial explains how to apply a hold to a student’s account in Workday.
Welcome to this quick video on applying holds in Workday. This video is geared toward those who can apply or remove holds from a student’s record and includes those with registrar functions, advisors, financial aid staff and the Office of the University Registrar.
In Workday, there are three parts to a hold: the hold reason, the hold type, and hold context.
The most common holds are in relation to registration, specifically, the registration add hold. This hold blocks students from completing their registration until the hold is resolved.
A student might receive this hold because of past due balances on their account, incomplete health/vaccination requirements, or an unfinished action item for the student.
Additionally, holds can be manually or automatically applied. The holds that are automatically applied are done so based on selected criteria.
An example of a criteria-based hold would be a hold on students who haven’t declared their program of study by a certain date. In that case, the school registrar can place a hold that prevents them from registering.
Once the student meets the criteria and declares a major, the hold is automatically removed.
An example of when you can manually add hold to a student’s account is if they miss a step in the onboarding process, like creating an academic plan if their school requires it. Then, once the student has completed the plan, you can remove the hold.
Use the SRPT0399 – Find Student Holds reasons report to see a listing of applicable holds across academic units and levels.
Now that you have more information about holds, let’s demonstrate the process.
However, before we begin, in Workday, remember what you can do or view in the system depends on your security role or roles.
Also, keep in mind that in Workday you have multiple ways to navigate to the same task, report, or data.
Open the appropriate student profile for the student requiring a hold.
Make sure you apply the hold to the correct record since students can have multiple active academic records.
From the student profile’s Actions button, select Hold and then Apply Hold.
First, you’re going to identify the hold reason.
The reason for a hold can be for a variety of things like an outstanding action item, or a federal verification that could be in progress for the student.
The types of hold reasons available for your selection are based on your security role or roles.
Review the description and resolution of the hold reason, which the student will see when the hold is applied. For the Olin Registrar’s Office hold, for example, it states:
There is an outstanding issue related to your school records that must be resolved.
Contact your school registrar’s office via email to find an available time to meet with a member of the school registrar’s office.
Next, you’re going to identify the hold type.
Holds can also vary, such as academic progress, attendance plan, or a charge assessment.
The hold context is where the impact of the hold is; for example, does a hold block processes for all of WashU or is it specific to a school, like McKelvey?
If the hold should be applied to the student’s record for a defined period, you can select an academic period for the registration hold types.
Next, you can enter your comments about the hold.
Finally, you can select an academic period for the registration hold types.
Finally, select Submit to apply the hold.
Thanks for watching!
Step-by-Step Instructions
- Search for the student requiring a hold.
- Tip: If you’re looking for Michael Bhat, enter the student prefix student: Bhat, Michael.
- Click the student profile’s Actions button and select Holds and then Apply Hold.
- Choose a reason for the hold.
- Identify the hold type.
- Choose an academic record.
- If the student has multiple academic records, the hold automatically applies to the student’s entire record. Choose whether the hold should apply to only one of the student’s academic records by selecting the relevant academic record.
- (Optional) If the hold should be applied to the student’s record for a defined period of time, enter the relevant Academic Period.
- To add additional holds, click Add.
- You can add as many holds to a student profile as you need to.
- Click Submit to apply hold(s).
Additional Context
- In Workday, holds are applied in real time, and individual academic units cannot be excluded from holds.
- For advisors, registration holds can only be removed one student at a time.
- WashU is discontinuing transcript holds for past due balance holds. Past due balance holds can prevent a student from registering for classes but will not withhold an official transcript.
- In Workday, when a student is dismissed from WashU, the student’s academic record will become inactive. To ensure students are prevented from returning, OUR will use a hold to indicate student dismissal that will block any registration activity for the student should they re-enter through Admissions as a safeguard to ensure these students are reviewed before being granted full access to the system.
- Holds are automatically applied based on defined criteria. Holds may also be automatically removed when the criteria have been satisfied.
Reports
- SRPT0003 – Find Students with Holds
- SRPT0209 – Advisees with Holds
- SRPT0289 – Student Hold History
- SRPT0399 – Find Student Hold Reasons